DataOverwriteSecurity Unit Type C

DataOverwriteSecurity Unit Type D

Operating Instructions

For security, please read this manual carefully before you use this product and keep it handy for future reference.
Introduction
This manual describes basic instructions and notes about the use of this product. To get maximum ver-
satility all operators are requested to read this manual carefully and follow the instructions. Please keep
this manual handy for future reference.

Important
Contents of this manual are subject to change without prior notice. In no event will the company be li-
able for direct, indirect, special, incidental, or consequential damages as a result of handling or oper-
ating the machine.

Some illustrations in this manual might be slightly different from the machine.
Depending on your machine, the panel display may differ slightly.
Conditions for Use
This option is effective on the premise
that it is used under the following
conditions:
Operating Environment
• The machine is used in its normal
state (i.e. it is neither damaged,
modified nor are there missing
components).
• The machine is managed by a ad-
ministrator who has carefully read
and understood the manual for
this option, and can ensure the safe
and effective use of this option by
general users.
Note
❒ Customer engineers dispatched
from the supplier and its affiliated
companies are trained in the main-
tenance of this option.
Instructions for Use
The procedures in this manual should
be performed by the machine admin-
istrator. For details, see Security Refer-
ence.
• If the Data Overwrite icon is not dis-
played, first check if Auto Erase Mem-
ory has been set to Off. If the icon is not
displayed even though Auto Erase
Memory is On, contact your service
representative. *1
• Before turning off the main power
switch of the machine, always make
sure that the Data Overwrite icon has
turned to “Clear”. If the Data Over-
write icon remains “Dirty”, check if
there is a Sample Print or Locked Print
job *2 waiting in line. Either execute or
delete the job, and then wait until the
icon changes to “Clear”.
• Should the main power switch of the
machine be turned off before overwrit-
ing is completed, the temporary data
will remain on the hard disk until the
main power switch is next turned on
and overwriting is resumed.
*1 For details on the Data Overwrite
icon, see p.2 “Panel Display”.
*2
For details on Sample Print and
Locked Print, see Printer Reference.
• If the machine enters Energy Saver
mode when overwriting is in
progress, press the {Energy Saver} }
key to revive the display in order
to check the icon.
• The machine will not enter Low
Power mode or Off mode (Sleep
mode) until overwriting has been
completed.
• Should the Data Overwrite icon
continue to be “Dirty” even after
you have made sure that there is
no temporary data, turn off the
main power of your machine. Turn
it on again and see if the icon
changes to “Clear”. If it does not,
contact your sales or service repre-
sentative.
1
 Auto Erase Memory
A document scanned in Copier, Facsimile or Scanner modes, or data sent from
a printer driver for printing is stored temporarily on the hard disk of your ma-
chine. Even after the job is completed, it remains in the hard disk as temporary
data. Auto Erase Memory erases the temporary data on the hard disk by writing
over it.
Overwriting starts automatically once the job is completed.
Copier, Facsimile and Printer functions takes priority over the Auto Erase Mem-
ory function. If a copy, fax or print job is in progress, overwriting will begin only
after that job is completed.

Panel Display
If this option has been correctly installed and is functioning properly, the Data
Overwrite icon will be indicated on the top right hand corner on the panel dis-
play of your machine when Auto Erase Memory is set to On.

The above is an example to indicate the position of the Data Overwrite icon. De-
pending on your machine the display may differ slightly.
Note
❒ If the Data Overwrite icon is not displayed, first check if Auto Erase Memory
has been set to Off. If the icon is not displayed even though Auto Erase Mem-
ory is On, contact your service representative.

❖ Data Overwrite Icon

Dirty This icon is lit when there is temporary data to be
overwritten, and blinks during overwriting.

Clear This icon is lit when there is no temporary data to be

overwritten.

2
Methods of Overwriting C Press [Administrator Tools].
You can select a method of overwrit-
D Press [TT Next].
ing from the following: E Press [Auto Erase Memory Setting].
Note
❒ Default: NSA

❖ NSA *1
Temporary data is overwritten
twice with random numbers and
once with zeros. F Press [On].
❖ DoD *2 G Select the method of overwriting.
Temporary data is overwritten
with a fixed value, the fixed val-
ue’s complement, and random
numbers. It is then verified.

❖ Random Numbers
Temporary data is overwritten
multiple times with random num- When you select “Random
bers. The number of overwrites
Numbers”
can be selected from 1 to 9. The de-
fault is 3 times. A Press [Change].
*1 National Security Agency, U.S.A. B Enter the number of times that
*2 Department of Defense, U.S.A. you want to overwrite using
the number keys, and then
press [#].
Using Auto Erase Memory
A Press the {User Tools / Counter}} key.

H Press [OK].
Auto Erase Memory is set.
Important
❒ When Auto Erase Memory is set
to On, temporary data that re-
ZGVS010E mained on the hard disk when
Auto Erase Memory was Off
B Press [System Settings]. might not be overwritten.

3
 Note
❒ Should the main power switch
of the machine be turned off be-
fore overwriting is completed,
the temporary data will remain
on the hard disk until the main
power switch is next turned on
and overwriting is resumed.
❒ If an error occurs before over-
writing is completed, turn off
the main power. Turn it on
again, and then repeat from step
A.
❒ If the overwriting method is
changed while overwriting is in
progress, the remainder of the
temporary data will be over-
written using the method set
originally.

Canceling Auto Erase Memory

A Follow steps A to E in “Using
Auto Erase Memory”.

B Press [Off].
C Press [OK].
Auto Erase Memory is disabled.
Note
❒ To set Auto Erase Memory to
On again, repeat the procedure
in “Using Auto Erase Memory”.

4
Types of Data that Can or Cannot Be Overwritten
The following table shows the types of data that can or cannot be overwritten by
Auto Erase Memory.
Data overwritten by Auto Copier • Copy jobs
Erase Memory
Printer • Print Jobs
• Sample Print/Locked
Print jobs *1
• Spool Printing jobs

Facsimile *2 • LAN-FAX print data

Data not overwritten by Auto
Erase Memory
• Internet fax data
Scanner *3 • Scanned files sent by e-mail
• Files sent by Scan to Folder
• Documents sent using
DeskTopBinder, the Scan-
Router delivery software
or a Web browser
Documents stored by the user in the Document Server using
the Copier, Printer, Facsimile or Scanner functions *4

Information registered in the Address Book *5

Counters stored under each user code
*1 A Sample Print or Locked Print job can only be overwritten after it has been executed.
*2
Data sent or received via facsimile, as well as fax numbers, will not be overwritten by
Auto Erase Memory.
*3 Data scanned with network TWAIN scanner will not be overwritten by Auto Erase
Memory.
*4
A stored document can only be overwritten after it has been printed or deleted from
the Document Server.
*5
Data stored in the Address Book can be encrypted for security. For details, see Secu-
rity Reference.

5
 Erase All Memory
You can erase all the data on the hard
disk by writing over it. This is useful
C Press [System Settings].
if you relocate or dispose of your ma-
chine.
Important
❒ User codes and the counters under
each user code, user stamps, print-
er fonts downloaded by the user, D Press [Administrator Tools].
data stored in the Address Book,
network settings, and the SSL Cer- E Press [TT Next].
tificate will be overwritten.
F Press [Erase All Memory].
Note
❒ Before erasing the hard disk, you
can back up user codes, counters
for each user code, and Address
Book data using SmartDeviceMon-
itor for Admin. For details, see
SmartDeviceMonitor for Admin
Help. G Select the method of overwriting.
❒ Depending on hard disk capacity
and overwriting method, the proc-
ess might take a few hours. During
overwriting, the machine cannot
be operated.
❒ For the methods of overwriting,
see p.3 “Methods of Overwriting”. When you select “Random
Numbers”
Using Erase All Memory A Press [Change].
B Enter the number of times that
A Disconnect communication ca- you want to overwrite using
bles connected to the machine. the number keys, and then
B Press the {User Tools / Counter}} key. press [#].

H Press [OK].

ZGVS010E

6
I Press [Yes].

The machine restarts automatical-

ly, and overwriting begins.

J When overwriting is completed,

press [Exit], and then turn off the
main power.
Important
❒ Should the main power switch
of the machine be turned off be-
fore Erase All Memory is com-
pleted, overwriting is canceled.
Make sure the main power
switch is not turned off during
overwriting.
Note
❒ If the main power is turned off
when Erase All Memory is in
progress, overwriting will start
again when you next turn on the
main power.
❒ If an error occurs before over-
writing is completed, turn off
the main power. Turn it on
again, and then repeat from step
B.

Canceling Erase All Memory

A Press
[Cancel] while Erase All
Memory is in progress.

B Press [Yes].
Erase All Memory is canceled.

C Turn off the main power.

Note
❒ To resume overwriting after
power off, turn on the main
power of the machine, and then
repeat the procedure in “Using
Erase All Memory”. 7
 When an Error Message is Displayed
Contact your service representative.

Accessories
• Operating Instructions (this manual)

8 GB GB EN USA AE AE B735-8600
Copyright © 2004
GB GB
EN USA
AE AE B735-8600